Kuali Research AdministrationFunctionality of MIT Coeus – Awards

Kuali Days / November 2007Tempe, Arizona

Heather B. ArnettUniversity of Arizona

Susan MundtUniversity of Arizona

Ann C. SpaldingMichigan State University

KRA /KFS Process Flow

Awards Module

Completion: April 2009 Quality Assurance: July 2009

Release: August 2009

KRA Portal

Highlights of KRA Awards

• Functionality is based on MIT’s Coeus System with Princeton’s budget model

• Detailed budget • Infrastructure allows for electronic document routing• Information links between Kuali Modules (Proposal

and IRB data brought forward to Awards)• Electronic record keeping

Mock Screens: Awards Module

Award Panel

• Certain data elements flow from the proposal into the Award panels

• An award can be linked to one or more proposals from the Proposal Development/Budget Module

• Each award will be identified with a unique system generated Award ID and Sequence ID

• The panels provide detailed information about award, sponsor, program, payment requirements, pre-award spending and sponsor terms and conditions

• The Additional Information panel contains the institutional account number and project classifications

Award Panel

Other Header Panel

• A Sponsor template may be created, maintained, and updated based on sponsor and award type to pre-fill selected data elements – Reduces data entry and error by automating

entry of standard terms, conditions, reports and contacts for a given sponsor

• Details competing/non-competing renewal information, award type, payment method and basis

• Details payment and invoicing instructions

Other Header Panel

Sample

From Coeus

Subcontracts Panel

• Contains information about subcontracts associated with the award

• Two sections:– Approved Subcontracts for this Award

• Anticipated subcontracts for the award

– Subcontracts where this award is a Funding Source

• Issued subcontracts for the award

Subcontracts Panel

Samples from Coeus

Keywords Panel

• Allows user to search for specific award by topic

• Help in identifying the type of research/project being conducted

• Facilitates institutional reporting on research and sponsored projects by topic and area

Keywords Panel

Budget Versions Panel

• Based on Princeton Budget Format– Any version of the budget may be copied

from an identified proposal • Category summary (i.e., personnel, supplies,

travel)

– Ability to re-budget – New budget may be created– Routing capabilities for approval – Maintain budget history

Budget Versions Panel

Money and End Dates PanelsNew Awards

• Dates• Anticipated and Obligated Funds

Changes

• Corrections to existing information

New Entries• Adding additional funds, other trackable changes

Summary• Information about an Award - Cost Share, Indirect

Costs, Subcontracts, etc.History

• Maintains historical changes to award

Money and End Dates Panels

Money and End Dates - Coeus

• Sequence 1– New Award

• Sequence 2, 3…– New Obligations / Distributions– Reductions in Obligations / Distributions– No Cost Extensions only if entered in as a Award New

Entry

• KRA will allow tracking of new entries similar to the Coeus’ current model of sequencing

Summary & History - Coeus

Money and End Dates - Coeus

Personnel Panel

• Contains information about the Award’s investigator(s), and other project contacts

• Pulls from proposal

Personnel Panel

Special Review Panel

• Contains information regarding research functions that require special review – Human Subjects– Biohazards– Animal Care

• Will pull information from Compliance Modules (IRB)

Special Review Panel

Custom Data Panel

• Panel may be customized to meet institution-specific data needs

• Allows for local customization without hindering upgrades

Custom Data Panel

Questions Panel

• Contains certification information– Lists pertinent questions relating to the award – Answers act as certifications

Questions Panel

Permissions Panel

• Customizable list of individuals who have access to an award– View access– Modify access – Institutional specific access

Permissions Panel

Notes & Attachments Panel

• Attachments may be added as part of the award for future viewing – Word– Excel– pdf

• Notes may be added by users instead of an attachment

Notes & Attachments Panel

Notes & Attachments Panel

Award Actions Panel

• Maintains – Award print options– Award summary information– Award history detail– Award specific terms and conditions– Award specific reporting requirements– Award copy functionality– Ability to add ad hoc approvers to routing process– Award document route log

Award Actions Panel

Print, Summary, History

Print Award

History and Summary

Terms

• Contains information about terms and conditions related to the award– Equipment Acquisition– Invention– Other Approval/Notification Requirement– Property– Publication– Referenced Documents– Rights in Data– Subcontract Approval– Travel

Terms

Reports

Reports

Copy to New Document

Ad Hoc Recipients and Route Log

• Ad Hoc Recipients– Approval routing– Acknowledgement routing – FYI routing

• Route Log– Details standard approvals for select action

plus any Ad Hoc Recipients– Provides status of action in the routing

process

Ad Hoc Recipients and Route Log

Other Highlights

• Contacts Panel

• Award Hierarchies

• Indirect Cost

• Cost Sharing

• Award Closeout

Contacts Panel

• Detailed information about sponsor contacts related to the award

• Contact details stored and pulled from Rolodex to reduce data entry and error

• Contacts captured based on contact type and name / organization

Contacts Panel

Award Hierarchy

Level One: Parent014289-

001

014289-002

014289-003

014289-004

014289-005

014289-006

014289-009

Level Three: Grandchild

014289-007

014289-010

014289-008

Level Two: Child

Indirect Costs

Cost Sharing

Award Closeout

QUESTIONS

Presenters will be in the laboratory following this session.

Resourceswww.kuali.org

www.coeus.org